Administration Assistant at Danish Refugee Council

Overall purpose of the role

The Administration Assistant is responsible for the front office duties and is part of the administration team supporting the department. The position holder is the primary interface between DRC and the general public that visit or telephone the Regional Office. As such the administration assistant must be able to represent DRC professionally and always be friendly and pleasant to all callers and visitors.

Key responsibilities:

Front office:

• Receive, screen and welcome visitors and direct them to relevant staff.
• Answer incoming calls at the switchboard, forwarding to appropriate staff or taking messages as required.
• Respond to general enquiries and refer to appropriate staff members.
• Receive, record, and distribute all incoming correspondence and deliveries.
• Prepare and dispatch all outgoing mail.
• Ensure reception area is neat at all times. Promptly attend to visitors ensuring no crowding at the reception area.

Administrative support:

• Ensure all rental and utility bills (telephone, electricity, water, security, thuraya, etc) for the DRC office and leased houses are paid on timely basis.
• Maintain a tracking system for all utility payments and update on monthly basis.
• Ensure travel and accommodation invoices are paid on timely basis.
• Ensure all new staff has job identification (staff IDs) and business cards as required.
• Process payments for office vendors such as newspapers, milk & lunch supply.
• Coordinate bookings for the conference rooms for internal meetings and arrange for required refreshments and stationaries. Liaise with relevant staff to ensure the conference room is always ready for use.
• Photocopy telephone bills for staff exceeding the set limits as per the RO telephone policy and ensure payments are made for excess bills. Maintain a record.
• Administer the stationery store and office supplies ensuring records and controls are in place. Advise on utilization on monthly basis and place timely orders for re-stocking.
• Maintaining an effective filling system for all administrative & travel related documents.
• Maintain and update the EAGL Events calendar.
• Any other duties which are designed to improve the operations of the administration department.

Qualifications and Experience

• Higher Diploma in Front office management, Business Administration, or any other equivalent field.
• At least three years’ experience in busy office handling front office and office administration, preferably with an NGO.
• High degree of English language proficiency – both written and oral.
• Excellent IT skills in Word, Excel, Outlook
• Knowledge on how to operate PABX switchboard, high-speed copier/scanner and other office equipment.
• Pleasant & diplomatic personality and must be able to represent DRC professionally at all times.
• Good interpersonal and communication skills with ability to build and maintain effective relationships across the organization.